Guides
Organize Inventory
Items

Items

Item Management in Lekha simplifies the backbone of inventory and accounting workflows by allowing you to precisely define every product or service you deal with. From assigning brand, SKU, and HSN codes to setting tax preferences, initial stock levels, and pricing—each item can be fully customized and tracked.

By maintaining clean, structured item records, Lekha empowers faster billing, accurate stock tracking, real-time reporting, and seamless tax compliance. Whether you’re dealing with thousands of SKUs or a lean product line, smart item management helps avoid confusion, improves analytics, and builds operational clarity across your business.

Creating a New Item

Creating items in Lekha is comprehensive yet straightforward, allowing you to capture all necessary details for effective inventory and transaction management.

Step 1: Access the Items Section

  1. Navigate to Inventory in the main menu
  2. Click on Items from the submenu
  3. You’ll see the items list page

Step 2: Add New Item

  1. Click the "+ New" button
  2. An item creation form will appear with multiple sections

Step 3: Fill in Item Details

Basic Information

Brand (Required)

  • Select from existing brands created in your system
  • This field is mandatory for all items
  • If needed brand doesn’t exist, create it first in Brands section

Series (Optional)

  • Enter the item series from the manufacturer
  • Examples: “Galaxy” for Samsung phones, “ThinkPad” for Lenovo laptops
  • Leave blank if not applicable

Part Name (Optional)

  • Specific item part name from the manufacturer
  • Examples: “Pro Max” for iPhone, “i7” for Intel processors
  • Leave blank if not applicable

Name (Required)

  • Item name is auto-populated using Brand + Series + Part Name
  • Can be customized as needed
  • Examples: “Samsung Galaxy S24”, “Dell Laptop Inspiron”

Description (Optional)

  • Detailed description of the item
  • Include specifications, features, or other relevant details
  • Helps in identification and customer communication

Item Classification

Type (Required)

  • Choose between Product or Service
  • Product: Physical items that can be stocked
  • Service: Non-physical items like consulting, repairs
  • Important: Cannot be changed after creation

HSN Code

  • Harmonized System of Nomenclature code
  • Required for GST compliance
  • Use standard HSN codes for your product category

SKU (Stock Keeping Unit)

  • Unique identifier for inventory tracking
  • Examples: “SAM-GAL-S24-128”, “DELL-INS-15-8GB”

Item Unit

  • Select the unit of measurement
  • Common units: Pieces (Pcs), Kilograms (Kg), Liters (L)
  • Custom units can be created from Unit Management

Tax Configuration

Tax Preference (Required)

  • Taxable: Subject to GST (most common)
  • Non-taxable: Exempt from GST
  • Out of Scope: Outside GST purview
  • Non GST Supply: Not covered under GST

For Taxable Items:

Inter State Tax (Required)

  • Tax rate for sales/purchases across state borders
  • Select from configured tax rates
  • Custom rates can be added in Tax Rates configuration

Intra State Tax (Required)

  • Tax rate for sales/purchases within same state
  • Select from configured tax rates
  • Usually split as CGST + SGST

For Non-Taxable Items:

Tax Exemption Reason (Required)

  • Select reason for tax exemption
  • Examples: “Exempt under Section 11”, “Zero-rated supply”
  • Custom exemption reasons can be added

Pricing Information

Purchase Price

  • General purchase price for the item
  • Used to pre-populate purchase orders and bills
  • Always in your organization’s currency

Sales Price

  • General sales price for the item
  • Used to pre-populate sales orders and invoices
  • Always in your organization’s currency

Inventory Tracking

Initial Stock

  • Opening stock quantity for this item
  • Enter the current stock level when creating the item
  • Used as starting point for inventory tracking
  • Important: Can only be specified at the time of item creation

Track Inventory

  • Enable/disable inventory tracking for this item
  • Yes: Stock levels will be tracked for purchases/sales
  • No: Item won’t affect inventory (useful for services)
  • Important: Cannot be changed after creation

Step 4: Save the Item

  1. Review all entered information
  2. Click “Save” to create the item
  3. The new item will appear in your items list

Editing an Existing Item

You can modify item information to keep your records accurate and up-to-date.

Step 1: Find the Item

  1. Go to the Items section under Inventory
  2. Use the search function to quickly find the item
  3. Or browse through the items list

Step 2: Access Edit Mode

  1. Click on the item name or select the item row
  2. Click the “Edit” button
  3. The item editing form will open

Step 3: Modify Item Information

You can update most fields except:

  • Type (Product/Service): Cannot be changed after creation
  • Initial Stock : Cannot be changed after creation
  • Track Inventory : Cannot be changed after creation
  • Brand: Can be changed but affects item relationships

Common updates include:

  • Pricing adjustments
  • Description updates
  • Tax rate changes
  • HSN Code correction
  • Stock Keeping Unit correction

Step 4: Save Changes

  1. Review your modifications
  2. Click “Save” button
  3. Updated information will reflect in all future transactions

Deleting an Item

Items can only be deleted if they haven’t been used in any transactions.

Step 1: Find the Item

  1. Go to the Items section under Inventory
  2. Use the search function to locate the item
  3. Or browse through the items list

Step 2: Access Edit Mode

  1. Click on the item name or select the item row
  2. Click the “Edit” button
  3. The item editing form will open

Step 3: Delete Item

  1. Review the item details to ensure you’re deleting the correct item
  2. Click “Delete” button
  3. Confirm the deletion when prompted

Note: If the item has been used in any sales, purchases, or other transactions, deletion will not be allowed. You’ll need to remove it from all transactions first.

Best Practices for Item Management

Naming Conventions

  • Use consistent naming patterns: Brand + Series + Part Name
  • Include key specifications in the name for easy identification
  • Avoid abbreviations that might confuse users

SKU Management

  • Develop a systematic SKU naming convention
  • Include brand, category, and variant codes
  • Keep SKUs unique and meaningful

Tax Configuration

  • Verify HSN codes with official GST guidelines
  • Set up tax rates accurately for compliance
  • Review tax preferences regularly for changes in regulations

Pricing Strategy

  • Keep purchase and sales prices updated
  • Consider market fluctuations
  • Set competitive yet profitable margins

Inventory Tracking

  • Enable tracking for all physical products
  • Disable for services and non-stock items
  • Set accurate initial stock levels

Common Use Cases

Retail Business

  • Electronics with model numbers and specifications
  • Clothing with sizes, colors, and brands
  • Accessories with compatibility information

Manufacturing

  • Raw materials with specifications
  • Components with part numbers
  • Finished goods with variants

Service Business

  • Consulting services with hourly rates
  • Maintenance packages with duration
  • Digital services with usage limits

Managing Item Relationships

Once items are created, you can:

  • Associate them with vendors and customers
  • Use them in purchase orders and sales orders
  • Generate item-wise reports and analytics
  • Track inventory movements and valuations
  • Maintain price histories and trends
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